Wheeling Services Portal

Bid: Police Department Domain IT Professional Services

Bid details: Police Department Domain IT Professional Services

ID: BID2022-WPD-04

Title: Police Department Domain IT Professional Services

Bid Start Date : April 22, 2022, noon

BidEnd Date: May 9, 2022, 1:45 p.m.

Status: Closed

Active: False


Request For Proposal

This request for proposal is for IT Professional Services.  Unless otherwise stated, all materials, hardware, software, licenses, support agreements, racks, environmental facilities to include power, HVAC, lighting, grounding, surge arrestors, permits, and physical security will be provided outside of the scope of this RFP by the customer, City of Wheeling, or others.

Scope of Work:

The winning bidder will provide the following services:

  1. For the sake of this document, the system being implemented will be known as City of Wheeling Police Department Domain and will include all items shown below, following this Scope of Work.  For security reasons, several specific details are vague.  Contact the Director of Information Technology for any details needed.
  2. Unless an exception is agreed to in writing by the Director of Information Technology, all work is to be completed by August 2022.  A penalty of 3% of the bid amount per day will be assessed for any work not completed by this deadline.
  3. Bidder should have experience with installing next-generation, block/file storage arrays and making space available to the servers and virtual machines.  Please explain experience.
  4. It is the responsibility of the bidder to fully understand the scope of work, all equipment, all connections, and all pertinent and necessary components to ensure a fully operational department.
  5. Bidder to provide (3) references from similar projects completed.
  6. Project Manager – Single Point of Contact.
    1. The project manager will schedule a kickoff meeting with the customer, and other interested parties, for planning the implementation of City of Wheeling Police Department Domain.
    2. The project manager will also schedule project meetings to be held on a regular basis via auditory communication for the duration of the project.
    3. The project manager will also provide a cloud-based document to be used as an official Statement of Work to include tasks, responsible parties, notes, target completion date, and actual completion date.
      1. The format of the document will be discussed and agreed upon during the kickoff meeting.
      2. The project manager shall assign access permissions to the document as required by all project stakeholders.
    4. Tasks shall be arranged in such a fashion that dependent tasks and owners are clearly identified.
    5. The project manager will coordinate the IT Professional Services tasks in cooperation with other project stakeholders.
    6. The project manager will be responsible for creating a Job Book that includes the information required to reconstruct portions of, or the complete, City of Wheeling Domain, to serve as a Disaster Recovery Plan.
    7. The Job Book will include, at a minimum, the following items:
      1. Hardware model and serial numbers.
        1. Support contacts, support agreements with end dates, installation notes, IP Addresses, and MAC Addresses.
      2. Software licenses, revision numbers, support contacts, support agreements with end dates.
      3. VPN Connection Users, other than those automatically created by Active Directory for City of Wheeling employees.
        1. For instance:
          1. Vendors
          2. Contractors
          3. Temporary employees
      4. All staging usernames and passwords
      5. Drawings to include physical connections of City of Wheeling Police Department Domain, logical connections showing Internet connections, switch connections, Link Speeds, Circuit Numbers, and IP Addresses for major components.
  7. Implementation Plan:
    1. At a minimum, the Implementation Plan will include the following sections, to be fully developed, as the project progresses:
      1. Overview
      2. Kickoff Meeting
      3. Project Management Meetings
      4. Tasks
      5. Administrator Knowledge Sharing
      6. Acceptance Testing
      7. Change temporary passwords
      8. End Project
  8. Change Order Management:
    1. Only items correctly identified by the winning bidder as not addressed by this RFP will be considered for an extra cost change order.
      1. Change orders must be properly documented and include signatures for the customer and winning bidder, plus any third party(s), if required.
  9. Final Acceptance:
    1. When all tasks in the Implementation Plan are completed, and City of Wheeling Police Department Domain has passed all acceptance testing, the system shall be considered completely installed and will transition from the installation phase to the maintenance phase.
    2. Payment will not be made until completion of this phase.
  10. Maintenance Phase:
    1. The winning bidder will provide one year of Professional Services Support for City of Wheeling Police Department Domain for a period of one year.  Explain.

City of Wheeling Police Department Domain

Servers & Storage (Please provide a description in any area experience may be weak):

  1. Relocate existing servers to new facility until new server infrastructure is available, if needed.
    1. Configure to work within the new network
    2. Ensure all devices can connect
    3. Understand that this is a 24/7 operation and downtime must be kept to a minimum
  2. Rack and connect all equipment
  3. Setup VLANs
  4. Establish network segmentation
    1. Servers
    2. Printers (Receive only. No internet access or back to workstations.)
    3. Workstations
    4. Wireless Access Points
    5. Surveillance
    6. Access Controls
    7. Phone
    8. Special Investigations (Area is separate from any other network resource.  Internet access only.)
  5. Physical server(s) to act as hypervisor using Hyper-V for virtual machines
    1. Windows Server 2022
    2. Dual 10G uplinks
    3. Follow Microsoft requirements for Hyper-V on Windows Server
  6. Virtual Machines (VMs)
    1. (Server 1) Domain controller
      1. 16 GB RAM
      2. 4 Cores
      3. Configure according to Microsoft best practices
      4. Setup DHCP
      5. Setup DNS
        1. Configure customer’s cloud-based DNS-level filtering service
      6. 150 Client Access Licenses CALs (95 possible employees)
      7. Change from existing domain to new domain and merge into City Building network acting as another DC
      8. Migrate users to the new domain including transferring user’s profiles to new domain
      9. Establish DC connectivity to MFA provider
      10. Setup departments
      11. Setup Active Directory
      12. Establish any necessary GPOs
        1. Set a Time Server synchronization
        2. Remote Support Agent
        3. Remove save password request from browsers
        4. Lock Screen Timeout to 20 minutes
        5. Limit Control Panel and Command Prompt access
        6. Prevent storing LM hash
        7. Disable forced system restarts
        8. Restrict software installs
        9. Disable Guest account
        10. Set minimum password length
        11. Set maximum password age
        12. Disable anonymous SID enumeration
        13. Any existing GPOs
    2. (Server 1) RMS requirements:
      1. Desktop OS (Windows 11 Professional), or Server OS (Windows Server 2019)
      2. 500 GB Hard Drive Space
      3. 64 Gigs RAM Recommended
      4. 4 CPU Cores Minimum (8 Recommended)
      5. One (1) NIC card minimum, but multiple NIC Cards may be required due to final network infrastructure security and setup
    3. (Server 2) Print server needed to connect all networkable printers, copiers, and MFPs
      1. 18 GB RAM
      2. 4 Cores
      3. Create independent print server for various makes and models of networked printers
      4. Label printers according to floor, room, and purpose
      5. Printer server to access printer only through print protocols
      6. Deploy all networkable printers
    4. (Server 2) Public Safety mobile law enforcement requirements:
      1. Eight (8) CPU Cores
      2. 32 GB RAM
      3. C – OS: 300GB.  D – Apps: 300GB
      4. Microsoft Server 2022 (May need to roll back to 2019)
      5. One (1) SQL Server license.  May not need if Ohio County 911 has an extra license available.
  7. SAN
    1. Approximately 20 TB usable storage after RAID applied
    2. Quad-10G uplink
    3. Configure and migrate all data with permissions
    4. Setup any necessary network switch configurations for interoperability
      1. Work directly with network vendor
      2. Enable PortFast mode
      3. Enable Storm-Control
      4. Enable non-blocking architecture
    5. File Server (dependent on type of file storage)
      1. Specific drive mapping according to City of Wheeling standards
      2. Migrate all files and folders from old servers
      3. Link to SAN
      4. Inspect existing file/folder permissions and migrate
      5. Inspect current drive layout and migrate without conflicting with City of Wheeling standards
  8. Device naming according to City of Wheeling standards
  9. Install malware protection of all physical and virtual servers
  10. Ensure all patches are applied to all devices
  11. Test and ensure clients are connecting
  12. Work directly with WAP vendor to ensure domain connectivity
  13. Work directly with all other vendors to ensure full functionality
  14. Anything else not considered in the SoW
  15. Setup backup appliance
    1. Local and Cloud
    2. Configure to protect both physical and VMs


  1. Site survey before bid is required.  Site survey will be available to interested bidders by appointment on Monday, May 2, 2022, at the Wheeling Police Department, 1500 Chapline Street, Wheeling, WV.  Interested bidders must notify the Director of Information Technology by email no later than 12:00pm, Friday, April 29, 2022, stating the business name and names of those who will be attending.  A time will be assigned.
  2. Specific hardware details will be provided during site survey.  Businesses attending site survey are committed to a proposal.
  3. All proposals shall be submitted as “not to exceed.”
  4. Pickup and deliver any necessary technology equipment from old site to new
    1. This may not be an extensive list.  Current technology:
      1. Laptops = ~20
      2. Desktops = ~25
      3. MFPs = ~7 (will likely have current vendor move these)
      4. Printers = ~5
      5. Live Fingerprint Scanner
      6. Intoxilizer
      7. Any equipment not being used in the new facility will not be moved
      8. New PCs = 17
      9. New laptops = 10
  5. Setup all desktops, mobile data terminals (MDTs), laptops, and other networked devices
  6. Configure, setup, and connect all printers, scanners, copiers, MFPs
  7. Install, mount all equipment in racks
  8. Configure all workstations to communicate with domain and network
  9. Setup Users with Microsoft Teams and OneDrive
  10. Secure and purchase all patch panel cables (Data/PC/Server/WAP is Cat6a, surveillance/phone is Cat6) in accordance with colors below.  Secure device cables, black or blue, 14’.
  11. Make all patch panel connections (use color codes)
    1. Data/PC/Server = Blue
    2. Network device (Firewall, router, switch) = White/Ivory
    3. Printers/MFP/Fax/Copier/Scanner = Black
    4. Wireless Access Point = Red
    5. Surveillance = Yellow
    6. Telephone = Orange
  12. Configure all other networked devices
  13. Ensure customer is satisfied with everything to be fully operational

Any questions should be directed to the Director of Information Technology.  Interested parties should submit their proposal no later than midnight on May 8, 2022.  All proposals will be reviewed following the closing date after which interviews may be scheduled as needed.  The City of Wheeling reserves the right to accept or reject any and all proposals.  The final award of the contract is contingent on Legal Department review and City Council approval.

Contact Person:

Director of Information Technology, Michael A. Lloyd, mlloyd@wheelingwv.gov, 304-234-3719